Implementing Voice over Internet Protocol (VoIP) into your Office

Implementing Voice over Internet Protocol (VoIP) into your Office

Voice over Internet Protocol (VoIP) the buzz word today in business, using the technology has many benefits; however an improper install can make your days crazy. When you are finished reading this article you will know what you need, why you need it and how it will impact your business.
The Wikipedia definition of Voice over Internet Protocol, also called VoIP, IP (Internet Protocol) Telephony, Internet telephony, Broadband telephony, Broadband Phone and Voice over Broadband is the routing of voice conversations over the Internet or through any other IP-based network.

First here are the parts needed for a proper install

Data Cables also known as Cat5e cable Quality of Service (QOS) Switch VoIP Capable Phone Systems VoIP Phones

Then we will discuss the services you can use and need

VoIP Trunks Internet Services MPLS Phone Lines

VoIP technology has eliminated the need for you to have a phone network and a computer network. Cat5e, Plenum and computer cable is what your VOIP system should run on. Running your system on the same network will allow you to keep wiring costs down. In addition, as the systems become more elaborate you will already be prepared for changes and updates.

One of the most important if not the most important piece of equipment is the QOS Switch. This single piece of equipment can eliminate many voice quality problems for you and your staff. Not using it can cause your calls to be delayed, echoed, or jumbled. These switches come in many sizes based on the number of potential ports or users in your office. If you are planning on growth you should purchase one to cover that growth. In addition, they can be purchased to power your phones reducing the amount of wires around your desks. The QOS switch will act as a traffic cop for your network ensuring that your phone call traffic takes priority over other traffic.

There are three types of VoIP systems Hosted, Premise, and Hybrids. The hosted solution is provided by your phone company. Basically they own all the equipment and you pay a per seat fee for the system as long as you are on their service you will have their phones, the phone company handles all changes or they will allow you via the web to make changes yourself. A major shortfall of the hosted system is creating a redundant solution. When the phone company goes out you could never use another carrier as a back up plan during an outage. Hosted systems can ONLY use VoIP Providers. A popular hosted solution is Packet8. Premise based equipment is owned by the Agent. Generally they pay a Professional to handle programming. The majority of work being performed can be done remotely reducing your costs to make changes with your phone guy. Using a premise based system allows you to pick and choose your carrier. In addition, allowing you to create a back up solution in case your service has an outage with your primary carrier for Telecommunications. The premise based system will allow you to use VoIP carriers and Traditional phone companies like AT&T. Some premise based systems are Cisco, Inter-Tel, and Avaya The hybrid system combines many features of the two systems and adds to them. For example, some will have a built in Firewall for your computer network. In addition, some will act as a hosted solution for remote offices. The hybrid system will work with VoIP and Traditional Carriers. There are many features in the hybrid system that your agency can use to grow into other markets more rapidly. Some Hybrid systems are Allworx and Fonality.

A list of benefits for Premise and Hybrid systems

* Cleaner and simpler infrastructure. * Lower operating costs. * Simplified equipment and maintenance. * Unified communications. * Improved scalability and growth. * Improved features for business operations. * Improved technological features and capabilities.

Purchasing phones is where the majority of money can go depending on the number of users and their ability to use their computer. In VoIP communications you are not locked into a particular phone you will just have to verify with the equipment if it is compatible. In fact you may not have to purchase a physical phone period. Some systems have the ability to use Software based phones in your computers. For example the XLite phone has a free version with limited functionality; even though it is limited it can use streaming video for Video calls, store contact info for click to dial and Instant Messenger. The physical phones can be used to take remotely anywhere you can connect to a broadband connection. In addition, using presence management can help you keep in contact with potential clients calling your extension while out calling on customers without having to give out your cell phone number.



What to ask before you buy a VoIP system?

* How many employees are in your organization? * How many locations do you have that need VoIP service? * How many remote or mobile users do you have that will not have a local office? * What are your current broadband connection details - bandwidth, type, lines and so on? Make sure to have as much information available as possible, including your supplier and level of service. * What is your current network load and available unused bandwidth? Your provider may want to test your network to determine this information for them, and if you don't have enough you may need a network or broadband upgrade. * What type of servers does your system run on? Your service provider may need manufacturer, model number and, most importantly, operating system details. * What are your existing phone system details - manufacturer, number of lines, connections and so on? * Will you need to or want to keep existing lines? * Will you only be upgrading part of your organization? * What is your budget? What is your total project cost limits and target cost per month per user? * What is your mix of calling - average amount of internal, local, long-distance and international calls per month? If you don't know, have a few months of current phone bills handy. * What is your percentage of inbound versus outbound calls?

VoIP trunks are equal to phone lines. Basically it is the number of concurrent phone calls your service provider will allow you to make at one time. Do not include internal calls if calling your remote office using a like system. When purchasing your Trunks DO NOT include Fax and Modem Lines at this time VoIP carriers are unable to transmit these types of services. This is not a bad thing for your Agency because in times of an internet outage or service outage you can use Fax and Modem lines as back ups to reroute your calls out. One very important thing to verify is that the VoIP carrier has been tested and proven with the manufacturer of your VoIP System. Many carriers and Phone manufacturers will set up test accounts with each other to run testing on their service to ensure interoperability between the two.

Choosing Internet Service should be fairly easy. It is strongly recommended to use at least a T-1 for your VoIP Trunks to travel across. There are many advantages to using a T-1 over DSL and Cable besides speed. For example, Tier 1 providers are required by the FCC to start fixing any service problems in under 4 hours vs. 2 days for DSL and no time frame for cable. In addition, unlike Cable and most DSL you will be able to send and receive information at guaranteed speeds both coming into your office and going out. When determining your bandwidth needs you will need to know from your VoIP Trunk provider how much you will use if all of your trunks are in use then add at least 512 kilobytes to that allowing for other data to transmit.

When you are connecting remote locations that will have heavy voice and data traffic back to the main office connect them using a MPLS with Class of Service capabilities. Basically what this does is ensures your Video and Voice traffic takes priority over the internet. With out this you could experience latency and jitter between your locations. Many companies currently are using MPLS so that all their data is stored at one facility.